Legal

Privacy Policy

Effective date: July 12, 2026 · Last updated: July 12, 2026

This Privacy Policy explains how PoleProof LLC collects, uses, protects, and shares information when you use our make-ready invoice auditing service. Stated plainly up front: we create de-identified, aggregated benchmark data from the documents clients submit, with identifying details removed, and that benchmark is what lets every client's audit get sharper over time. Section 5 explains exactly how.

1. Who we are

PoleProof LLC ("PoleProof," "we," "us") provides an automated auditing service for make-ready and pole attachment estimates and invoices. This Policy applies to our websites and the Service and is incorporated into our Terms of Service. The Service is intended for business users in the United States. PoleProof LLC is independently owned and operated and operates separately from every Related Company. A "Related Company" is any current or former employer of any owner of PoleProof, and any parent, subsidiary, or affiliate of such an employer. PoleProof is not a subsidiary, affiliate, agent, or partner of any Related Company.

2. Information we collect

Information you provide: account information (name, company, business email, password, role); documents you submit (estimates, invoices, attachment agreements, prior invoices, correspondence), including to audit@getpoleproof.com; communications; and billing details, which are processed by our payment processor (we do not store full card numbers). Collected automatically: usage and device data such as log data, IP address, browser and device type, and actions taken, through cookies and similar technologies. From third parties: data used to verify your email domain, prevent fraud, deliver email, and process payments.

3. How we use information

To provide, operate, and secure the Service and run your audits; create and manage your account and verify your domain; generate findings, dispute-ready materials, deadline tracking, and benchmark comparisons; process payments; communicate about the Service; detect and prevent fraud and abuse; improve and develop the Service, including the audit engine and benchmark as described in Section 5; and comply with law.

4. Legal bases

Where required, we process information to perform our contract with you, for our legitimate business interests in operating and improving the Service, with your consent where we ask for it, and to comply with legal obligations.

5. De-identified and benchmark data

A core part of the Service is a regional benchmark that compares charges across many pole owners and regions. We build and improve it using data derived from documents clients submit.

How we protect you here. Before data from Your Content contributes to the benchmark or to model and rule improvements, we de-identify and aggregate it, meaning we remove your name, your account, direct identifiers, and details that could reasonably identify you or your specific transactions. We do not disclose your raw documents, and we do not disclose Your Content in identifiable form, to other clients or to pole owners.

De-identified and aggregated data is no longer reasonably linkable to you. As described in our Terms of Service, PoleProof owns the de-identified and aggregated data and the benchmark and may retain and use it for any lawful purpose, including after your account closes. We commit to keep such data de-identified and not to attempt to re-identify it except as permitted by law to test our de-identification.

6. How we share information

We do not sell your personal information. We share only with: service providers who host, secure, email, analyze, and process payments under contracts limiting their use; at your direction; for legal and safety reasons; in a business transfer subject to this Policy; and as de-identified and aggregated data per Section 5.

Firewall from any Related Company. We do not share your account information or your uploaded documents with any Related Company, meaning any current or former employer of PoleProof's owners or any of that employer's affiliates. PoleProof operates independently of those companies, and your data is used only as described in this Policy.

7. Cookies and analytics

We use cookies and similar technologies to operate the site, remember preferences, measure usage, and improve the Service. You can control cookies through your browser; disabling some may affect functionality. We honor recognized opt-out preference signals where required by law.

8. Data retention

We keep account information and Your Content while your account is active and as needed to provide the Service, resolve disputes, and comply with law. You may request deletion. De-identified and aggregated data, which is not reasonably linkable to you, may be retained indefinitely.

9. Security

We use administrative, technical, and physical safeguards, including access controls and encryption in transit. No method is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your credentials confidential.

10. Your rights and choices

You can access and update your account information by contacting us, opt out of marketing emails, and request deletion of Your Content or your account, subject to our need to retain certain information for legal and legitimate business purposes and understanding that de-identified and aggregated data is not subject to deletion because it can no longer identify you.

11. US state privacy rights

Depending on your state, you may have rights to know, access, correct, delete, or receive a copy of personal information, and to opt out of certain processing. We do not sell personal information and do not share it for cross-context behavioral advertising. To exercise a right, contact privacy@getpoleproof.com. We will verify your request and will not discriminate against you for exercising your rights. Because the Service is a business-to-business tool, some information relates to your company rather than to you as an individual.

12. Children

The Service is for businesses and is not directed to children. We do not knowingly collect personal information from anyone under 18.

13. Third-party links

The Service may link to third-party sites we do not control; their privacy practices are governed by their own policies.

14. Changes to this Policy

We may update this Policy and will update the effective date and provide reasonable notice for material changes. Continued use after changes take effect constitutes acceptance.

15. Contact

PoleProof LLC
Privacy: privacy@getpoleproof.com
General: hello@getpoleproof.com